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administrative assistant

2 weeks ago

Airdrie, Alberta, Canada City of Airdrie Full time

About Us:

As one of the fastest growing cities in Alberta, the City of Airdrie is a recognized leader in building a vibrant and sustainable community through innovation.

At the City of Airdrie, incredible opportunities happen every day in a flexible work environment that is tailored to each department. Our inclusive culture and values create a workplace where we welcome aspiring, driven and creative individuals to help us accomplish our business and community goals. We are supportive of one another, and we have fun while we serve our community. We are passionate about improving the lives of our residents through care and respect; that is the foundation of our organization. At the City of Airdrie, we learn, grow and accomplish great things together. We're proud to foster a workplace culture built on dedication, teamwork, and genuine care. Our commitment to creating a positive environment is reflected in our employee feedback from the 2025 Employee Engagement Survey, with 92.8% of employees saying they enjoy their work, and 92.6% feeling equipped with the resources they need to stay safe on the job.

If you have a passion for building a better community and are ready to join the excitement, we'd love to hear from you

The Opportunity:

The Administrative Assistant provides support to the Legislative Services team by performing a wide variety of administrative tasks to facilitate the day-to-day work of the team.

Responsibilities include:

  • Manage inquiries across all channels (phone, email, in-person)
  • Respond to and manage walk-in inquiries at City Hall, including intake of Access to Information Act (ATIA) requests and quasi-judicial board notices of appeal (SDAB, GAB, ARB)
  • Assist with preparation and mailing of correspondence and notices for Subdivision and Development Appeal Board (SDAB), General Appeal Board (GAB), and Assessment Review Board (ARB) hearings
  • Review and process all invoices and assist with monitoring spending to purchase orders and budget
  • Manage administrative process for ensuring new employees are provided with Access to Information Act and Protection (ATIA) of Privacy Act (POPA) online training links and documenting when training complete
  • Responsible for processing agreements and arranging for signature for the Legislative Services Department
  • Prepare and send out security alarm system first alarm warning letters
  • Coordinating payment to committee citizen members and any technology support requested by committee citizen members
  • Acting as main point of contact for digital signature applications, including the provision of training to new users
  • Record minutes of Council and committee meetings in a backup capacity
  • Assist Manager and Team Leader with email and calendar management including monthly credit card coding
  • Provide administrative support for municipal projects such as general elections, by-elections, annual census, board/committee recruitment, organizational meetings, and public hearing logistics as required

You Bring:

  • Post-secondary certificate or diploma in business administration or related field
  • Minimum of 2 – 3 years' experience in a related administrative position
  • Municipal government experience would be an asset
  • Transcription or minute-taking experience in a range of technical areas
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint
  • Prior experience with eSCRIBE software would be an asset
  • Prior experience with event planning would be an asset
  • Experience providing virtual meeting support
  • Experience with proofreading and editing documents
  • Excellent verbal and written communication skills
  • Excellent attention to detail with a high level of accuracy
  • Strong organizational and time management skills
  • Ability to work independently
  • Resourceful and able to take initiative
  • Ability to quickly align with shifting priorities, work assignments and timelines
  • High degree of confidentiality and professionalism
  • Ability to be a positive influence in a team-setting
  • Ability to lift 9 kg (20 lbs)

We Offer:

Along with a competitive compensation program and City paid health and dental premiums, this position also includes:

  • Excellent health, dental, paramedical and benefits plan
  • First-in-class pension plan
  • Career development and tuition reimbursement
  • Employee discounts, gym membership, social events and health & wellness initiatives

Continuous learning through training and development is encouraged as are flexible work arrangements, when possible. We recognize that our people work best when they feel engaged in their environment and appreciated for their efforts and our overall benefits package reflects that.

Additional Information:

This position will be required to work in office 37.5 hours per week.

Next Steps:

Candidates are invited to apply online. We only accept resumes and additional application documents through our online recruitment system. In-person applications, email or other online forms will not be considered.

If you require an accommodation during any part of the application or hiring process, please contact us at and we will work with you to meet your needs.

The City of Airdrie is committed to fostering a workplace culture where belonging, equity, accessibility, and diversity are deeply ingrained into all parts of the City, where employees feel they belong, are treated with respect, and where everyone can thrive and contribute to the City's success.

Postings close at 10:00 PM MT (Mountain Time) on the closing date listed in the posting. We recommend applying as soon as possible as we are not able to accept late applications.

Please review the job competition carefully and be sure to attach any specifically requested documentation in the My Documents section of your application.

Interviewing and hiring may commence prior to the posted closing date.

Thank you for your interest in the City of Airdrie.